Executive Virtual Assistant / Project Administrator

We're an innovative B2B SaaS company based in Melbourne, Australia, looking for a highly organized Executive Virtual Assistant to support our leadership team and coordinate projects across our global remote team.

Your Role: You'll be the right hand to our executive team, managing their schedules, coordinating projects, handling communications, and ensuring everything runs smoothly across our organization. This role requires someone who thrives in a fast-paced startup environment and can juggle multiple priorities.

Key Responsibilities:

• Manage executive calendars, schedule meetings across multiple time zones, and coordinate appointments
• Handle email management, correspondence, and prioritize communications
• Organize and coordinate internal team meetings, prepare agendas, and document action items
• Assist with project management tasks including tracking deadlines, following up on deliverables, and maintaining project documentation
• Conduct research on various business topics, competitors, and market trends
• Prepare presentations, reports, and documents for leadership meetings
• Coordinate travel arrangements when needed for company events and conferences
• Manage company documentation, file organization, and information systems
• Handle administrative tasks related to HR, onboarding, and team operations
• Liaise with clients, partners, and vendors on behalf of executives
• Assist with event planning for virtual and in-person company gatherings
• Support PR activities including media outreach and maintaining press materials

Requirements:

• 3+ years experience as an Executive Assistant, Virtual Assistant, or Project Administrator
• Exceptional organizational skills with keen attention to detail
• Outstanding written and verbal communication skills in English
• Proficiency with productivity tools including Google Workspace, Slack, Asana/Trello, and Zoom
• Strong time management abilities and capability to prioritize effectively
• Discretion and professionalism when handling confidential information
• Proactive problem-solver who anticipates needs before they arise
• Comfortable working independently with minimal supervision

Nice to Have:

• Experience supporting executives in tech or SaaS companies
• Background in project coordination or project management
• Familiarity with CRM systems like HubSpot or Salesforce
• Basic graphic design skills for presentations and social media
• Experience with HR administration or recruitment coordination
• Understanding of Australian business culture and practices

What We Offer:

• Competitive compensation package
• Fully remote position with flexible working arrangements
• Opportunity to work closely with leadership and influence company direction
• Exposure to all aspects of running a growing SaaS business
• Supportive team culture with regular recognition and feedback
• Professional growth opportunities as the company scales
• Modern collaboration tools and technology

Ideal Candidate: You're someone who loves bringing order to chaos, thrives on variety in your work, and takes pride in making others more effective. You're tech-savvy, communicative, and have a can-do attitude that makes you invaluable to any team.